Office Administrator

Stillwater Sciences seeks a highly accountable, organized Office Administrator to coordinate day-to-day operations in our corporate headquarters, located in Berkeley. This position is full-time (40 hours a week), 5 days/week in office and is the “face of the office” for all employees, clients, and vendors. A successful Office Administrator should find enjoyment and connection in working with an academically minded group of scientists who are passionate about what they do.

The ideal candidate will:

• Be a superstar at managing multiple priorities and deadlines, and pivot seamlessly when priorities change.

• Successfully collaborate with colleagues across Stillwater offices and project teams.

• Have impeccable attention to detail.

• Proactively assist colleagues at all levels, from entry-level to C-Suite – no job is too big or too small.

• Take initiative on projects and demonstrate detailed follow through on all tasks.

• Bring problem-solving skills and a positive attitude to all tasks.

• Be able to “read the room” and act on changing needs.

• Have exceptional time management and organizational skills.

• Demonstrate strong interpersonal communication skills, both verbal and written.

• Professionally interact with all levels of staff, agency representatives, and vendors.

• Apply lessons learned to future tasks and challenges.

• Be willing to and adept at learning new software and tools.

• Have personal integrity and judgment, especially when working with confidential information.

• Always prioritize safety.

Duties include, but are not limited to:

• Front desk coordination – greet visitors, answer and direct inquiries, email, and phone calls, mail/package distribution, business-related errands.

• Provide logistical support for staff, including booking and picking up rental cars (a short walk from the office), making lodging arrangements, booking flights, etc.

• Administrative support (e.g., data entry, filing, scheduling), including use of Microsoft Word, Excel, PowerPoint, Teams, and Adobe Acrobat (PDF).

• Invoicing and billing for company expenses (hotels/travel), credit card reconciliation.

• Maintenance and organization of common areas (kitchen, conference room, storage room, etc.).

• Provide ad hoc support to CEO; assist with preparation for Board and other executive-level meetings.

• Purchasing and keeping inventory of office supplies and equipment, including stocking coffee/tea/etc.

• Arranging shipping (FedEx and UPS).

• Work collaboratively with staff, including Office Administrators from other offices. Provide back-up support and assist offices without on-site Office Administrators.

• Manage office morale budget; plan, coordinate, and setup/breakdown company functions and office morale events.

• Coordinate staff meeting agendas, PowerPoint slide compilation and presentation.

• Support with meeting scheduling, conference room reservation management, and

• Execution of safety procedures and protocols in case of emergencies for staff in the field and in the office.

Required qualifications include:

• High school diploma or equivalent work experience (Bachelor's degree preferred).
• Experience in a similar role (ideally 2+ years).
• Exposure to or experience in an environmental organization/consulting firm is a plus.
• Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Teams and Outlook) skills.
• Experience with Adobe Acrobat.
• A and active driver’s license or ability to get a driver’s license, ability to use personal vehicle for business errands (mileage reimbursed).
• Able to remain in a stationary position more than 50% of the time.
• Able to move equipment weighing up to 25 pounds.

Interview Process:

Phone Screen (15 Minutes)

Video Interview (30 Minutes)

In-person Interview and Skills Assessment (90 Minutes)

*Possible follow-up Interview

Reference Check

Offer

About Stillwater Sciences:

Stillwater Sciences is an employee-owned environmental consulting firm specializing in scientifically based solutions for aquatic, terrestrial, and watershed resource management. We assist government agencies, NGOs, and private clients with environmental problem solving, planning, and permitting using a multi-disciplinary approach that integrates physical and biological processes. We maintain a collaborative work environment that promotes productive and rigorous applied scientific research. We pride ourselves on defining and shaping our individual careers in a way that provides a healthy rhythm of work and life responsibilities. Success at Stillwater requires a healthy blend of passion, initiative, commitment, flexibility, and teamwork. Stillwater Sciences is proud to be an equal opportunity employer.

Stillwater Sciences is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Stillwater is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact our Director of People and Culture, Harmony Miller (recruiting@stillwatersci.com).